Administrative Assistant

About the role

The Processing Manager is responsible for providing day-to-day operational assistance to the Sales Office(s) while supporting the Branch Vice President, Branch Manager and Assistant Manager. The Processing Manager ensures real estate transactions are successfully processed in a timely manner and keeps information updated in the local MLS(s) and Weichert transactional systems.

Responsibilities

• Maintains the Sales Office(s)’s daily office administration and day-to-day operation of real estate transaction processing.
• Follows and incorporates company guidelines, processes, and policy procedures into the daily operation of the real estate business.
• Maintains all listing and sales transaction files in Weichert’s transactional systems including but not limited to Broker Sumo and SkySlope with daily entry/updates, processing of escrow deposit monies, and status changes of transactions.
• Validates and prepares audit of transaction files in Weichert’s transactional systems as compared to data in the local MLS systems on a weekly basis.
• Collaborates with Power of Yellow (Mortgage/Title/Insurance/Home Warranty) partners to engage sales associates for client contact information and update Huddle reports on a daily/weekly basis.
• Maintains the Open House Program in the Sales Office(s) utilizing Weichert Tools for entering, scheduling, and reporting daily/weekly Open Houses.
• Processes settled/closed commission files and related activities for sales associates for timely submission to Central office/Associate Services.
• Supports sales associates with operational and transactional inquiries, as needed.
• Works directly with the Central Licensing staff and processes hiring packages for new sales associates, handles transfers, terminations, and compiles sales associates’ complete documentation for the Sales Office(s).
• Participates in the onboarding Sales Office(s) orientation for new sales associates joining Weichert, including assisting new associates in connecting to the office wifi network and printers.
• Demonstrates general usage and provides basic knowledge of the Sales Office(s) technology, as well as the Weichert proprietary systems, tools, technologies, and capabilities to the sales associates.
• Coordinates appropriate training of the systems, tools, and/or support resources for training needs.
• Orders office supplies for the Sales Office(s).
• Works directly with the Operations and Purchasing departments with regard to office supplies and vendors.
• Performs weekly supply inventory audit.
• Manages the vendor file for the office and contacts vendors and/or Central Headquarters staff when services are needed for office equipment.
• Sends purchase requests and processes payment requests through Concur on a regular basis for the Sales Office(s).
• Assists Branch Vice President, Branch Manager, Assistant Manager, Regional President, and/or RP Assistant, when needed, with preparation of reports or other items, including assisting with the updating of slides for the weekly Sales Meeting as directed.
• Distributes memos and creates paperwork, as needed, for sales associate information.
• Updates communications lists for the Sales Office(s) and maintains the proper license documentation required by the local and state Real Estate Commission rules and regulations.
• Creates and maintains storage files for end of year business for the Sales Office(s).
• Keeps Sales Leaders informed of information pertaining to actual or potential problems, as they occur, to avoid unpleasant situations.
• Prepares classroom/meeting rooms and coffee for sales meetings.
• Keeps conference rooms and customer areas looking presentable and supplied with adequate promotional material, brochures, etc.
• Collections fees from agents as they apply to insurance, licensing, MLS fees, and group activities.
• May be responsible for preparing personal marketing materials for the Sales Leaders and sales associates to obtain property listings and new recruits and other marketing tasks as assigned.
• May be responsible for creating and monitoring the Opportunity Schedule along with answering the phones when needed.
• Performs other duties as assigned.

Qualifications

• High school diploma or GED.
• Valid driver’s license.
• Real Estate License preferred, but not required.
• One (1) year of related experience working in a real estate, title, or law office environment preferred.
• Proficiency in Microsoft Office suite of products.
• General understanding of technology systems and tools, and ability to learn new technology skills as needed.
• Exceptional organizational and administrative skills, including ability to multi-task in a fast-paced environment.
• Strong interpersonal skills and flexibility.
• Detail-oriented with the ability to follow through on special projects and all tasks assigned.
• Good oral and written communication skills.
• Basic math skills including addition, subtraction, multiplication, division, percentages, and fractions.
• Knowledge and ability to use typical office equipment (computer equipment, printers, calculators, copiers, all-in-one machines, etc.).

Skills

• Microsoft Office Suite proficiency.
• Technology systems and tools.
• Organizational and administrative skills.
• Interpersonal skills.
• Attention to detail.
• Basic math skills.
• Office equipment knowledge.

Benefits

Weichert offers a comprehensive suite of benefit programs to all eligible employees, including medical, dental, and vision insurance, life and disability coverage, 401(k) retirement savings, Paid Time Off (PTO), Flexible Spending Accounts (FSA), and much more.